Watch the video below to learn about QuickBooks Online, or keep reading for written instructions!

 

Contents

1. Projul to QuickBooks Online Integration
   1. Log in to Projul
   2. Go to the Integrations Page
   3. Integration Options
   4. Disconnection
2. Data Type Sync Selections
   1. Syncing Selections for Projul to QuickBooks Online
      1. Automatic Syncing
      2. Manual Syncing
   2. Syncing Selections for QuickBooks Online to Projul
   3. Sync Icons
   4. Pending Sync Items
   5. Additional Sync Options
3. Sync Details by Data Type
   1. People
      1. Customers
      2. Employees
   2. Projects
   3. Time Logs
   4. Categories
   5. Costs
      1. Labor Costs
      2. Material Costs
      3. Other Costs
   6. Taxes
   7. Estimates
   8. Invoices
   9. Payments
4. QuickBooks Online Additional Information

1. Projul to QuickBooks Online Integration

Step-by-step user instructions to connect a Projul account with QuickBooks Online.

• For the QuickBooks Desktop integration document, click here.
• Feel free to call our customer success team with any questions at 1-844-394-8541.

1.1 Log in to Projul

• Log in to Projul using the following link (app.projul.com). After successful login, you will be redirected to the Projul dashboard.
• If you don’t have a registered account on Projul, you can sign up here. 

 

1.2 Go to the Integrations Page

To get to the Integrations page:

1. Click on account / initials.
2. Click on settings.
3. Click the settings dropdown menu on the sidebar.
4. Select integrations.

1.3 Integration Options

There are two integration options: QuickBooks Online and QuickBooks Desktop. 

• Click on QuickBooks Online.

• Click on the Connect to QuickBooks button.

 

• Use Intuit credentials to log in to your QuickBooks Online account.

1. Enter the QuickBooks Online email or user ID.
2. Enter the QuickBooks Online password
3. Click the Sign In button.

 

• Select the QuickBooks Online company account to sync with Projul.

1. Use the dropdown to select a company.
2. Click the Next button.

• Click the Connect button. After clicking Connect, you will automatically be returned to Projul.

The QuickBooks Online company account has now been connected to Projul!

 

1.4 Disconnection

To disconnect Projul from QuickBooks, click the disconnect button in the Projul Integrations page.

 

2. Data Type Sync Selections

For QuickBooks Online, two-way data syncing is possible. Syncing options include:

1. Data from Projul to QuickBooks Online.
1. Automatic Syncing
2. Manual Syncing
2. Data from QuickBooks Online to Projul.

The following data types may be synced between Projul and QuickBooks Online.

1. Categories
2. Costs
3. Customers
4. Employees
5. Estimates
6. Invoices
7. Payments
8. Projects
9. Taxes
10. Time Logs

Only data types selected/checked in the Integrations page of Projul will be synced.

 

2.1 Syncing Selections for Projul to QuickBooks Online

There are two types of syncing from Projul to QuickBooks Online: automatic and manual.

 

2.1.1 Automatic Syncing

When data is entered or edited, Projul will automatically sync that data to QuickBooks. The sync is initiated when the editor containing that data is closed.

 

2.1.2 Manual Syncing

To sync data manually from Projul to QuickBooks Online, click the "Sync to QuickBooks Online" button found at the top of that data’s card, sidebar, or editor.

 

2.2 Syncing Selections for QuickBooks Online to Projul

All data synced from QuickBooks Online to Projul is done automatically when new data is entered. 

• Note: Except for tax data, previously existing data in QuickBooks Online cannot be synced to Projul.

 

2.3 Sync Icons

Projul has four sync statuses represented by the following icons.

Data types selected to be synced on the Integration page, as noted in the previous section, will display one of these icons next to the data as illustrated in the examples below.

 

• Note: Once the system finishes syncing, the webpage may need to be refreshed to see the changes.

Examples:

Screenshot example of the sync icon (data synced) for the cost line item data.

Screenshot example of the sync icon (pending data sync and data synced) for customer data.

Screenshot example of the sync icon (pending sync) for the invoice data.

 

2.4 Pending Sync Items

After establishing the integration between Projul and QuickBooks Online, the account / initials menu will display pending items to be synced. To check if there is data to waiting to be synced:

1. Click on account / initials.
2. View the “Items Pending…” lines on the account / initials menu.

 

2.5 Additional Sync Options

There are several sync options available to consider beyond which data should be synced, including:

1. Sync all QuickBooks Taxes to Projul. 
2. Auto sync customers only when an associated estimate, invoice, or payment is synced.
3. Auto sync projects only when an associated estimate, invoice, or payment is synced.
4. Billing address sync options include:

• Sync the Projul customer address as a sub-customer billing address in QuickBooks.
• Sync the Projul project address as a sub-customer billing address in QuickBooks.
• Sync the Projul customer address as a sub-customer billing address in QuickBooks

AND

Sync the Projul project address as a sub-customer billing address in QuickBooks.

1. Auto sync projects only after they reach selected status in Projul (i.e. New Leads, To Contact, To Schedule, To Estimate, To Write, To Send, To Sell, or Sold).
2. Auto sync estimates only after they are approved.
3. Auto sync invoices only after they are sent to the customer.

Details on the additional sync options are provided in the chart below.

Settings	Description
Customers	Customers only auto sync when an associated estimate, invoice, or payment is synced. This setting is only enabled if customer auto sync is enabled.  With this setting toggled on, customers will not automatically sync when created until an estimate, invoice, or payment for that customer is synced. After one of those events, the customer will automatically sync with that data.
Projects	Projects only auto sync when an associated estimate, invoice, or payment is synced. This setting is only enabled if project and customer auto sync is enabled.  With this setting toggled on, projects will not automatically sync when created until an estimate, invoice, or payment for that project is synced. After one of those events, the project will automatically sync with that data.
Billing Address	This setting is only enabled if customer auto sync is enabled.  This is a drop-down setting that has three options:  Sync Projul Customer Address as Sub-Customer Billing Address Selecting this option will place the customer address as a sub-customer's billing address when a project is synced, leaving the shipping address to match the billing address, meaning the project address (as recorded in Projul) won't be used in QuickBooks Online. This is the default.  Sync Projul Project Address as Sub-Customer Billing Address Selecting this option will place the project address as a sub-customer's billing address when a project is synced, leaving the shipping address to match the billing address, meaning the customer address will not be visible on sub-customer estimates and invoices.  Sync Projul Customer Address as Sub-Customer Billing Address and sync Projul Project Address as Sub-Customer Shipping Address Selecting this option will place the customer address as a sub-customer's billing address and the project address as the shipping address when a project is synced.
Autosync Projects After they Reach the Status	The setting is only enabled if project and customer auto sync is enabled.  This is a drop-down setting where the user can select any status in the lead pipeline (excluding: on hold, rejected, completed, and canceled).  If a status other than "New Leads" is selected, a new project will not automatically sync until the project goes into the selected status or any status beyond the selected status.
Estimates	The setting is only enabled if estimate (and dependent data types) auto sync is enabled.  With this setting toggled on, estimates will not automatically sync when created until they are approved, either by the company or by the customer.
Invoices	The setting is only enabled if invoice (and dependent data types) auto sync is enabled.  With this setting toggled on, invoices will not automatically sync when created until they are marked as sent to the customer.

 

3. Sync Details by Data Type

The rest of this document will provide sync details for each of the data types in the list below. As stated previously, data syncing is two-way. The chart below shows the data types that may be synced.

 

3.1 People 

Projul offers three types of people roles that correspond to the QuickBooks customer. Two of the three may be synced between Projul and QuickBooks Online.

1. Customers
2. Employees
3. Contractors (not synced)

 

Customers are generally added while creating a new project OR separately on the People page.

 

3.1.1 Customers

Projul customer data syncs to QuickBooks Online fields as follows.

Sr. No.	Projul Field	QuickBooks Online Field
1.	First name	First name
2.	Last name	Last name
3.	Phone	Phone
4.	Company Name	Company
5.	Display Name	Display Name
6.	Email	Email
7.	Primary Address	Address
8.	Notes	Notes

 

 

3.1.2 Employees

Projul employee data syncs to QuickBooks Online fields as follows.

Sr. No.	Projul Field	QuickBooks Online Field
1.	First Name	First Name
2.	Last Name	Last Name
3.	Phone	Phone
4.	Email	Email
5.	Cost rate	Cost rate
6.	Notes	Notes
7.	Hire Date	Hire Date
8.	Birthday	Date of Birth
9.	Home address	Home address
10.	Labor name/Type	Service Name
11.	Pay rate	Cost Price

 

Example:

The following link details how to add a new employee.

Click here to learn about adding employees or contractors

 

3.2 Projects

While Projul is designed to be project-centric, every project requires a customer. As such, project sync is dependent on the customer data syncing. If the customer data is not synced, project syncing will not work.

 

Projul project data syncs to QuickBooks Online fields as follows.

Sr. No.	Projul Field	QuickBooks Online Field
1.	Project Name	Full Name
2.	Customer Name	Job Name
3.	Project Notes	Job Description
4.	Project Type	Job Type
5.	Start Date	Start Date
6.	Completion Date	Projected End Date
7.	Customer Contact Number	Main Phone
8.	Additional Project Phone	Main Email
9.	Project Address	Address Details

Example:

The following link details how to create a new project.

Click here to learn about creating new project leads

 

3.3 Time Logs

Time log sync is dependent on the employee data syncing. If the employee data is not synced, time log syncing will not work.

• Note: Pay rate syncing works for new pay rates only.

 

For time log data, Projul fields sync to QuickBooks Online fields as follows.

Sr. No.	Projul Field	QuickBooks Online Field
1.	Employee	Employee
2.	Project	Customer
3.	Item Name	Service
4.	Notes	Description
5.	Pay Rate	Billable Rate
6.	Date	Date
7.	Duration	Duration

 

Example:

The following links detail how to enter time, approve a time log and manage pay rates.

Click here to learn about adding or editing time logs

Click here to learn about pay rates

 

3.4 Categories

There are three types of categories in Projul, and all will sync from Projul to QuickBooks Online.

1. Labor
2. Materials
3. Other Costs

 

Example:

The following link details how to create an estimate with costs at the category level.

Click here to learn about adding, editing, or removing cost line templates

 

QuickBooks Online has four categories, which map to Projul as follows.

No.	QuickBooks Online Category	Projul Category
1.	Labor	Services
2.	Materials	Inventory
3.	Materials	Non-inventory
4.	Materials	Bundle

 

3.5 Costs

In Projul, the three categories above may be broken out into various cost line items. For example, materials could include drywall, paint, or steel.

 

The different cost categories have varying mandatory fields that must be completed in order for syncing to occur. 

 

3.5.1 Labor Costs

Projul labor costs sync to QuickBooks Online fields as follows.

Sr. No.	Projul Field	QuickBooks Online Field
5.	Labor Name	Name
6.	Product Image	Photograph
7.	Labor Category	Sub-Product/Service
8.	Default Cost per FT	Cost Price
9.	Default Markup per FT	Sale Rate
10.	Taxable	Taxable
11.	Description	Description

 

3.5.2 Material Costs

Projul material costs sync to QuickBooks Online fields as follows.

Sr. No.	Projul Field	QuickBooks Online Field
1.	Material Name	Name
2.	Product Image	Photograph
3.	Vender	Deferred Vender
4.	SKU	SKU
5.	Material Category	Sub-Product/Service
6.	Default Cost per Unit	Cost Price
7.	Default Markup per Unit	Sale Rate
8.	Taxable	Sale Tax
9.	Default Description	Description

 

3.5.3 Other Costs

Projul other costs sync to QuickBooks Online fields as follows.

Sr. No.	Projul Field	QuickBooks Online Field
1.	Cost Name	Name
2.	Product Image	Photograph
3.	Default Cost per Unit	Cost Price
4.	Default Markup per Unit	Sale Rate
5.	Taxable	Sale Tax
6.	Default Description	Description

 

Example:

The following link details how to create an estimate with costs at the cost line item level, as well as how to Remember Labor / Material / Other Cost as Template which is required for cost line item syncing.

Click here to learn about cost line templates

 

3.6 Taxes

Projul tax data syncs to QuickBooks Online fields as follows.

Sr. No.	Projul Field	QuickBooks Online Field
1.	Tax Name	Name
2.	Tax Percent	Rate

Example:

The following link details how tax rates work in Projul.

Click here to learn about tax rates

 

3.7 Estimates

Estimate sync is dependent on multiple other data types syncing. If the following data types are not synced, estimate syncing will not work.

1. Categories
2. Costs
3. Customers
4. Projects
5. Taxes

 

Projul estimate data syncs to QuickBooks Online fields as follows.

Sr. No.	Projul Field	QuickBooks Online Field
1.	Customer Name	Customer Name
2.	Project Name	Project Name
3.	Customer Address	Billing Address
4.	Company Address	Location of Sale
5.	Company Email	Email
6.	Estimate Date	Estimate Date
7.	Estimate Expire	Expiration Date
8.	Estimate Number	Estimate Number
9.	Contract Details	Message displayed on Estimate
10.	Attached Photo/Files	Attachment
11.	Tax	Sales Tax Rate

• Note: Estimates will always sync as itemized estimates to QuickBooks.

 

3.8 Invoices

Invoice sync is dependent on multiple other data types syncing. If the following data types are not synced, invoice syncing will not work.

1. Categories
2. Costs
3. Customers
4. Projects
5. Taxes
6. Estimates

 

Projul invoice data syncs to QuickBooks Online fields as follows.

Sr. No.	Projul Field	QuickBooks Online Field
1.	Project Name	Customer
2.	Company Name	Location of Sale
3.	Invoice Title	Invoice #
4.	Invoice Date	Invoice Date
5.	Due Date	Due Date
6.	Contract Details	Terms
7.	---	Message on Invoice
8.	Attached Photo/Files	Attachment
9.	Tax	Sale Tax Rate

• Note: Invoices will always sync as itemized invoices to QuickBooks.

 

Example:

The following link details how to itemize an invoice.

Click here to learn about invoices

 

3.9 Payments

Payment sync is dependent on multiple other data types syncing. If the following data types are not synced, payment syncing will not work.

1. Categories
2. Costs
3. Customers
4. Projects
5. Taxes
6. Estimates
7. Invoices

 

Projul payment data syncs to QuickBooks Online fields as follows.

Sr. No.	Projul Field	QuickBooks Online Field
1.	Customer Name	Customer
2.	Payment Type	Payment Type
3.	Reference Number	Reference Number
4.	Payment Amount	Payment
5.	Payment Date	Payment Date

Example:

The following link details how to add a payment to an invoice.

Click here to learn about payments

 

4. QuickBooks Online Additional Information

The following link to the Intuit QuickBooks Online Support webpage provides information on how to create / update the various data types that sync to Projul.

QuickBooks Online Support

 

Questions? Let's Chat.
support@projul.com
(844) 776-5853